Guide for Changing Information for a Director/Officer
Transcription
Guide for Changing Information for a Director/Officer
Ministry of Government Services Form 1 – Ontario Corporation Initial Return/Notice of Change GUIDE Guide for Changing Information for a Director/Officer Instructions for Completion This guide contains information on how to complete the Form 1, Initial Return/Notice of Change under the Corporations Information Act (CIA) for Ontario corporations. All instructions below refer to the sample form provided on the fifth and sixth pages of this document. Each item below is marked by a clickable question mark and item number on the attached sample form. General Instructions 1. Please choose one box only. If the corporation is a Business Corporation, indicate this by placing an ‘X’ in the appropriate box (Initial Return or Notice of Change). If the corporation is a Not-for-Profit Corporation, indicate this by placing an ‘X’ in the appropriate box (Initial Return or Notice of Change). 2. Ontario Corporation Number Insert, on all pages of CIA Form 1, the corporation's Ontario Corporation Number exactly as it is shown on your incorporating documents. For confirmation of that number, please check: b. Letters Patent, Supplementary Letters Patent, Order of Revival or whichever is the most current applicable document. c. 3. Date of Incorporation or Amalgamation Insert, on all pages of the CIA Form 1, the Date of Incorporation or Amalgamation as it is shown on your incorporating or amalgamating documents. The Date must include the Year, Month and Day in that order. Example: 2005/06/17 4. Corporate Name Insert the name of the corporation exactly as it is shown on the: a. Articles of Incorporation/Continuation/ Amalgamation/Amendment/Revival or whichever is the most current applicable document; b. Letters Patent or Supplementary Letters Patent or whichever is the most current applicable document; or c. a. the top right corner of your Articles of Incorporation/Continuation/ Amalgamation/Amendment/Revival or whichever is the most current applicable document Corporation Profile Report Corporation Profile Report. Include all spaces and punctuation marks. Guide for Changing Information for a Director/Officer Corporations Information Act, Form 1 - Ontario Corporations 5. Registered or Head Office Address The Registered or Head Office address in Ontario must be completed in full including the Street Name, Number, City/Town, and Postal Code. A rural route or lot and concession numbers are also acceptable. A Post Office Box (P.O. Box) number or General Delivery alone are not acceptable. 6. Mailing Address If the mailing address is the same as the Registered or Head Office, place an ‘X’ in the box provided. If the address is different from the Registered or Head Office address, it must be set out in full including Street Name, Number, City/Town and Postal Code. Post Office Box (P.O. Box) numbers alone are acceptable, as are other mailing addresses outside of Ontario. If you do not wish to set out a mailing address, place an ‘X’ in the “Not Applicable” box. 7. Preferred Language Select the preferred language for correspondence from the Branch by placing an ‘X’ in the appropriate box (English or French). 8. Number of Schedule A(s) The Initial Return/Notice of Change form consists of a Form 1 and Schedule A. Schedule A must be completed showing all the current directors of the corporation; the five most senior officers of the corporation; and any officers or directors that have ceased in that position. You must specify not only changes but report all current directors and the five most senior officers. Specify the number of Schedule A(s) being submitted. Photocopies of the Schedule A can be made if more than one is required. 9. Person Authorizing Filing Print the full name of the person who is certifying that all the information in the CIA Form 1 is true, correct, and complete in the space provided. Specify whether the person authorizing the filing is a Director, Officer or Other person having knowledge of the corporation by placing an "X" in the appropriate box. Select only one box. How do I complete Schedule A 10. Ontario Corporation Number Insert, on all pages of the CIA Form 1 - Schedule A, the corporation's Ontario Corporation Number exactly as it is shown on your incorporating documents (see section 2 above). 11. Date of Incorporation or Amalgamation Insert on all pages of the CIA Form 1 - Schedule A, the date of incorporation or amalgamation (see section 3 above). Director/Officer Information 12. Full Name Enter the administrator's (director/officer) full name including last name, first name and middle name(s) or initial(s). To report a change to previously filed information be sure to enter the name exactly as it currently appears on the Public Record. Important: Avoiding Duplication of Administrator’s Name If the name on the CIA Form 1 is not set out exactly as it appears on the Public Record, the Ontario Business Information System (ONBIS) will not link the name with the current record but will instead, create a duplicate record for the same individual. For example the system would not link Mary Jane Smith with Mary J. Smith or Mary Smith. This could result in three separate records for the same person. Helpful Tip: Removing an Incorrectly Recorded Administrator’s Name from the Public Record If the Name on the Public Record is incorrect or not as you would like the name to appear on the Public Record (example: John Malcolm Smith as opposed to John M. Smith): a. Set out the name that you do not want (John M. Smith) that is currently on the Public Record; b. Set out the address and date elected/appointed exactly as it is shown on the Public Record; c. Enter a ceased date that is the same as the date elected/appointed. Guide for Changing Information for a Director/Officer Corporations Information Act, Form 1 - Ontario Corporations This will remove this entry from the Public Record. Re-entering the Correct Administrator Name into the Public Record a. Re-enter the person’s full name exactly as you would like the name to appear on the Public Record (John Malcolm Smith) in the next blank director/officer information section of the form; b. Set out that person’s complete address for service and date elected/appointed. Contact the ServiceOntario Contact Centre if assistance is required to make these changes correctly at 416 314-8880 or 1 800 361-3223 (toll free in Ontario). 13. Director/Officer Address Enter the administrator’s (director/officer) full address. Please include the street name, number or rural route or lot and concession number, city/town and postal code. A post office box (P.O. Box) number or general delivery alone is not acceptable. updated information will be created. The ONBIS system checks for two identical items of information to link a change with the appropriate officer/director information. If neither, a director's address for service, or their date elected/appointed, matches the public record, the changes will not be linked to the director; instead a new record will be created. To change two items of information for the same officer/director (for example the address for service and date of election/appointment) you must complete the information on Schedule A twice. First complete the director's information the same as it is currently on record and enter a ceased date. This will remove the old record. Then complete the "Director/Officer Information" again setting out the updated information with the correct address and date elected/appointed. Contact the ServiceOntario Contact Centre if assistance is required to make these changes correctly at 416 314-8880 or 1 800 361-3223 (toll free in Ontario). 14. Director Inormation a. Resident Canadian If a person is an existing director/officer, ensure that the person’s address is shown exactly as it appears on the Public Record. For example, if a floor number is recorded on the Public Record, be sure to include the floor number on this form in the format previously used. In the case of a business corporation indicate by placing an 'X' in the appropriate box whether the director is a resident Canadian. Under the Business Corporations Act at least 25 per cent of the directors of a corporation must be resident Canadians. If a corporation has less than four directors, at least one must be a resident Canadian. Helpful Tip: The address for service can be the director's or officer's business address (a post office box number or general delivery is not acceptable). Helpful Tip: Definition of Resident Canadian According to the (Ontario) Business Corporations Act, a resident Canadian means an individual who is: Important: Changing an Administrator’s Address If the administrator’s (director/officer) address is no longer the same as what appears on the Public Record, a new address can be entered as long as the existing person’s name and the date elected/appointed remains the same. Changing an Administrator’s Address and Date Elected/Appointed If attempting to change the administrator's (director/officer) address and date elected/appointed at the same time, the administrator's record being changed will remain on the Public Record and a new record with the • a Canadian citizen ordinarily resident in Canada; • a Canadian citizen not ordinarily resident in Canada who is a member of a prescribed class of persons, or • a permanent resident within the meaning of the Immigration and Refugee Protection Act (Canada) and ordinarily resident in Canada. Guide for Changing Information for a Director/Officer Corporations Information Act, Form 1 - Ontario Corporations b. Date Elected Indicate the date on which the person was elected director in the "Date Elected" field. The date must include the year, month and day in that order. For example: 2005/06/18 Helpful Tip: Selection of "Date Appointed". The date must include the year, month and day in that order. For example: 2005/06/17 The "Date Elected" cannot be prior to the date of incorporation or amalgamation entered in Item 2. Also, it cannot be a future date. The "Date Appointed" cannot be prior to the date of incorporation or amalgamation entered in Item 2 or cannot be a future date. b. Date Ceased c. Date Ceased This item should be completed to report that a person has stopped/discontinued in the position of director or to remove an inaccurate record. Indicate the date on which the person ceased in the position. To ensure the public record is updated correctly be sure to enter the director's name, address and date elected exactly as previously filed. 15. Officer Information Although there is no restriction on the number of officers a corporation may have, only information for the five senior officer positions should be reported. If a Corporation Profile Report shows more than five active officer positions recorded on the public record, please cease all but the five senior positions. Each position counts as one, even if the same person holds several positions. For example, if two individuals hold all five senior officer positions you would only report information for the two individuals. a. Date Appointed Indicate the date in full on which the person was appointed to the position in the "Date Appointed" field under the appropriate title. If the person is not a President, Secretary, Treasurer or General Manager, select the position from the "Other Titles" list by placing an 'X' in the small box located beside that position. The "Other Titles" list is located in the rectangular box to the right of the General Manager position heading. Ensure that the date appointed is entered under the list in the appropriate space provided. This item should be completed to report that a person has stopped/discontinued in the position of officer; to remove an inaccurate record, or to remove any officers that are not one of the five most senior officers. Indicate the date on which the person ceased in the position. To ensure the record is updated correctly be sure to enter the officer's name, address and date elected exactly as previously filed. Corporation Profile Report If you are not sure how information was previously filed you can order a Corporation Profile Report. These reports show all the current information on the public record for the corporation. For information on how to obtain a Corporation Profile Report visit the ServiceOntario website at: www.ServiceOntario.ca . Ministry of Government and Consumer Services Ministère des Services gouvernementaux et des Services aux consommateurs Companies and Personal Property Security Branch 393 University Avenue, Suite 200 Toronto ON M5G 2M2 Direction des compagnies et des sûretés mobilières 393, avenue University, bureau 200 Toronto ON M5G 2M2 For Ministry Use Only À l'usage du ministère seulement Page/Page 1 Form 1 - Ontario Corporation Initial Return / Notice of Change Formule 1 - Personnes morales de l’Ontario Rapport initial / Avis de modification Corporations Information Act / Loi sur les renseignements exigés des personnes morales 1. Ontario Corporation Number Numéro matricule de la personne morale en Ontario Date of Incorporation or Amalgamation/ Date de constitution ou fusion 3. Notice of Change Avis de Initial Return Rapport initial modification Business Corporation/ Société par actions Not-For-Profit Corporation/ Personne morale sans but lucratif Please type or print all information in block capital letters using black ink. Prière de dactylographier les renseignements ou de les écrire en caractères d'imprimerie à l'encre noire. 2. of/de ______ ?1 For Ministry Use Only À l'usage du ministère seulement Year/Année Month/Mois Day/Jour ?3 ?2 ?4 5. Address of Registered or Head Office/Adresse du siège social c/o / a/s on ly Corporation Name Including Punctuation/Raison sociale de la personne morale, y compris la ponctuation 4. ?5 For Ministry Use Only/ À l'usage du ministère seulement Suite/Bureau Street No./Nº civique Street Name/Nom de la rue Street Name (cont'd)/Nom de la rue (suite) Sa m pl e City/Town/Ville ONTARIO, CANADA Postal Code/Code postal 6. Mailing Address/Adresse postale Street No./Nº civique Same as Registered or Head Office/ Même que siège social Not Applicable/ Ne s'applique pas ?6 Street Name/Nom de la rue Suite/Bureau Street Name (cont'd)/Nom de la rue (suite) City/Town/Ville Province, State/Province, État 7. Language of Preference/Langue préférée Country/Pays English - Anglais Postal Code/Code postal French - Français ?7 8. Information on Directors/Officers must be completed on Schedule A as requested. If additional space is required, photocopy Schedule A./Les renseignements sur les administrateurs ou les dirigeants doivent être fournis dans l'Annexe A, tel que demandé. Si vous avez besoin de plus d'espace, vous pouvez photocopier l'Annexe A. ?8 Number of Schedule A(s) submitted/Nombre d'Annexes A présentées (At least one Schedule A must be submitted/Au moins une Annexe A doit être présentée) (Print or type name in full of the person authorizing filing / Dactylographier ou inscrire le prénom et le nom en caractères d'imprimerie de la personne qui autorise l'enregistrement) 9. I/Je certify that the information set out herein, is true and correct. atteste que les renseignements précités sont véridiques et exacts. Check appropriate box Cocher la case pertinente ?9 D) Director/Administrateur O) Officer /Dirigeant P) Other individual having knowledge of the affairs of the Corporation/Autre personne ayant connaissance des activités de la personne morale NOTE/REMARQUE : Sections 13 and 14 of the Corporations Information Act provide penalties for making false or misleading statements or omissions. Les articles 13 et 14 de la Loi sur les renseignements exigés des personnes morales prévoient des peines en cas de déclaration fausse ou trompeuse, ou d'omission. 07200E-CI (2008/08) © Queen’s Printer for Ontario, 2008 Page 5 of 6 Form 1 - Ontario Corporation/Formule 1 - Personnes morales de l’Ontario Schedule A/Annexe A Please type or print all information in block capital letters using black ink. Prière de dactylographier les renseignements ou de les écrire en caractères d'imprimerie à l'encre noire. Ontario Corporation Number Numéro matricule de la personne morale en Ontario For Ministry Use Only À l'usage du ministère seulement Page/Page _____ of/de _____ Date of Incorporation or Amalgamation Date de constitution ou fusion Year/Année Month/Mois Day/Jour ? 11 ? 10 DIRECTOR / OFFICER INFORMATION - RENSEIGNEMENTS RELATIFS AUX ADMINISTRATEURS/DIRIGEANTS Full Name and Address for Service/Nom et domicile élu Last Name/Nom de famille Street Number/Numéro civique ? 12First Name/Prénom Middle Names/Autres prénoms Suite/Bureau *OTHER TITLES (Please Specify) *AUTRES TITRES (Veuillez préciser) ? 13 Street Name/Nom de la rue City/Town/Ville Province, State/Province, État Country/Pays on ly Street Name (cont'd)/Nom de la rue (suite) Postal Code/Code postal Director Information/Renseignements relatifs aux administrateurs Resident Canadian/ Résident canadien Year/Année Month/Mois Day/Jour (Resident Canadian applies to directors of business corporations only.)/ (Résident canadien ne s'applique qu'aux administrateurs de sociétés par actions) NO/NON Date Ceased/ Date de cessation Year/Année Month/Mois Day/Jour Sa m pl e ? 14 Date Elected/ Date d'élection YES/OUI Officer Information/Renseignements relatifs aux dirigeants GENERAL MANAGER/ PRESIDENT/PRÉSIDENT SECRETARY/SECRÉTAIRE TREASURER/TRÉSORIER DIRECTEUR GÉNÉRAL Year/Année Month/Mois Day/Jour Year/Année Month/Mois Day/Jour Year/Année Month/Mois Day/Jour Year/Année Month/Mois Day/Jour Date Appointed/ Date de nomination Year/Année Date Ceased/ Date de cessation Month/Mois Day/Jour Year/Année Month/Mois Day/Jour Year/Année Month/Mois Day/Jour Year/Année Chair / Président du conseil Chair Person / Président du conseil Chairman / Président du conseil Chairwoman / Présidente du conseil Vice-Chair / Vice-président du conseil Vice-President / Vice-président Assistant Secretary / Secrétaire adjoint Assistant Treasurer / Trésorier adjoint Chief Manager / Directeur exécutif Executive Director / Directeur administratif Managing Director / Administrateur délégué Chief Executive Officer / Directeur général Chief Financial Officer / Agent en chef des finances Chief Information Officer / Directeur général de l'information Chief Operating Officer / Administrateur en chef des opérations Chief Administrative Officer / Directeur général de l'administration Comptroller / Contrôleur Authorized Signing Officer / Signataire autorisé Other (Untitled) / Autre (sans titre) *OTHER/AUTRE Year/Année Month/Mois Day/Jour Month/Mois Day/Jour Year/Année Month/Mois Day/Jour DIRECTOR / OFFICER INFORMATION - RENSEIGNEMENTS RELATIFS AUX ADMINISTRATEURS/DIRIGEANTS Full Name and Address for Service/Nom et domicile élu Last Name/Nom de famille First Name/Prénom Street Number/Numéro civique Middle Names/Autres prénoms Suite/Bureau *OTHER TITLES (Please Specify) *AUTRES TITRES (Veuillez préciser) Chair / Président du conseil Chair Person / Président du conseil Chairman / Président du conseil Chairwoman / Présidente du conseil Vice-Chair / Vice-président du conseil Vice-President / Vice-président Assistant Secretary / Secrétaire adjoint Assistant Treasurer / Trésorier adjoint Chief Manager / Directeur exécutif Executive Director / Directeur administratif Street Name/Nom de la rue Street Name (cont'd)/Nom de la rue (suite) City/Town/Ville Province, State/Province, État Country/Pays Postal Code/Code postal Managing Director / Administrateur délégué Chief Executive Officer / Directeur général Director Information/Renseignements relatifs aux administrateurs Resident Canadian/ Résident canadien Date Elected/ Date d'élection YES/OUI Year/Année Month/Mois Day/Jour (Resident Canadian applies to directors of business corporations only.)/ (Résident canadien ne s'applique qu'aux administrateurs de sociétés par actions) NO/NON Date Ceased/ Date de cessation Year/Année Month/Mois Day/Jour Officer Information/Renseignements relatifs aux dirigeants GENERAL MANAGER/ PRESIDENT/PRÉSIDENT SECRETARY/SECRÉTAIRE TREASURER/TRÉSORIER DIRECTEUR GÉNÉRAL Year/Année Month/Mois Day/Jour Year/Année Month/Mois Day/Jour Year/Année Month/Mois Day/Jour Year/Année Month/Mois Day/Jour Chief Financial Officer / Agent en chef des finances Chief Information Officer / Directeur général de l'information Chief Operating Officer / Administrateur en chef des opérations Chief Administrative Officer / Directeur général de l'administration Comptroller / Contrôleur Authorized Signing Officer / Signataire autorisé Other (Untitled) / Autre (sans titre) *OTHER/AUTRE Year/Année Month/Mois Day/Jour Date Appointed/ Date de nomination Year/Année Month/Mois Day/Jour Year/Année Month/Mois Day/Jour Year/Année Month/Mois Day/Jour Year/Année Month/Mois Day/Jour Year/Année Month/Mois Day/Jour Date Ceased/ Date de cessation 07200E-CI (2008/08) © Queen’s Printer for Ontario, 2008 Page 6 of 6